HomeMy WebLinkAboutPersonnel Board - Minutes - 11/16/1999PERSONNEL BOARD MINUTES
November 16,1999
12:00 Noon
Council Liaison: Ray Martinez, Mayor
Staff Liaison: Rick DeLaCastro, Human Resources Director Telephone: 970/221-6845
Board Chair: Jim Swails Telephone: 970/493-1566
A regular meeting of the Personnel Board was held on Tuesday, November 16, 1999 in the
Poudre Fire Authority Administration conference room.
Board Members Present: Jim Alderden, Valerie Remington, Gail Shellberg, Jim Swails,
Board Members Absent: Chuck Washington (Excused)
City Staff Present: Rick DeLaCastro, Human Resources Director
Joan Busch, Admin Support Supervisor (Recorder)
Other Staff Members Present: Ron Uthmann, Poudre Fire Authority
I. Minutes/Agenda
The minutes from the September 21, 1999 meeting were approved as written.
II. 2000 Work Plan
Rick DeLaCastro advised that the Board's 2000 Work Plan is due to the City Clerk's
Office by December 6, 1999. Rick provided a draft copy using previous work plans as a
guide. After discussion, the Board agreed to accept the draft as written. A final copy will
be forwarded to Jim Swails for his signature on behalf of the Board.
III. Pay Plan
Rick DeLaCastro reported that the first reading of the City's proposed pay plan for 2000
will be at tonight's City Council meeting. This item is on the consent calendar; however,
Council or citizens could pull it for discussion. The second reading is scheduled for
December 7, 1999.
The first piece in developing the 2000 Pay Plan included a market survey on benchmark
positions for salary and benefits. Based on the 70' percentile, adjustments were made to
six out of ten occupational groups. The average adjustment was 3.6%. The second phase
of the pay plan implementation involves Human Resources staff looking at the cost of the
ranges and how individual employees will be adjusted. Departments will review these
Personnel Board Mlnutl
November 16, 1999
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costing sheets to ensure the data is accurate. This should be completed by early next
week.
Jim Swails commented that he would like to see the adjustments made to the ranges, but
not automatically given to employees to allow for more incentive.
IV. Policy Changes
Personnel Policies revisions have been made and hard copies will be distributed at the
end of November. Rick advised that changes were made to the:
• Overtime Policy, to address inconsistencies in tracking hours worked vs. leave
time and paying at time and half.
• Issue Resolution Policy clarified that job classification issues will be handled
through the Compensation Administration Policy.
• Pre -employment Drug Testing for all employees (with some exceptions) will
become effective February 1, 2000.
• Name Clearing Hearing policy was modified to provide a procedure for job
applicants who are denied employment based on the results of a pre-
employment drug test.
Also, exempt employees were given direction in completing their time sheets to record
only exception hours to their regular hours worked.
V. Other
Valerie Remington inquired about the Personnel Board appeal and why it was canceled.
Rick reported that the employee decided to pursue other avenues.
VI. Adjourned
There being no further business, the meeting was adjourned at 1:30 p.m.
MEMORANDUM
DATE: February 2, 1999
TO: Karla Smith, Boards and Commission Coordinator
FROM: Gail Shellberg, Personnel Board Chair
Dana Shea -Reid, Interim Director of Human Resources
RE: 1998 Personnel Board Annual Report
The Personnel Board consisted of the following members in 1998:
Jim Alderden, Berwyn Davies, Ginny Riley, Gail Shellberg, Jim Swails and Bob Vouk.
Dana Shea -Reid served as staff liaison and Ron Uthmann participated on behalf of Poudre Fire
Authority.
On March 17, 1998 Berwyn Davies, the Chair of the Personnel Board announced his intent to
resign from the Board in order to relocate to another part of the state. Berwyn's term expired
June 30, 1998 and Bob Vouk was selected by the City Council to fill the resulting vacancy.
Employee Appeal Hearings: Only one employee initiated an appeal on a termination, but the
hearing was never conducted, as the employee did not appear. The Board proceeded with a brief
summary hearing for the record, and closed the process.
Pay and Classification Project: The Board was kept apprised of developments in the pay and
classification project, and provided their input in a variety of areas from the maintenance of the
new pay plan to how the city budgets for personnel costs. In August and again in November
available Board members attended the City Council sessions regarding proposals for the pay plan
and its implementation.
Performance Review Process: An ongoing interest and concern for the Board is the lack of a
performance review system in the City. Board members support plans for Human Resources to
conduct a project in 1999 to develop a process that would be consistent throughout the City and
provide appropriate documentation in employee personnel files.
Administrative Assistance: The Personnel Board continued to provide helpful feedback and
guidance to the Human Resources Department and its Interim Director.